Scheduling a pre-event planning call with your keynote speaker is one of the smartest moves you can make as an event organiser. A well-timed, well-structured call ensures your speaker fully understands your audience, your event objectives, and any customisation you need. The result? A keynote that feels tailor-made for your people and drives your event’s success.

Quick answer: what should you discuss in a speaker planning call?

  • Your event’s purpose and key objectives.
  • Who the audience is (roles, industry, expectations).
  • The flow of the day (timing, session placement, other agenda items).
  • Any content customisation requests or sensitive topics to address or avoid.
  • Audience interaction plans (Q&A, polls, activities) and AV/tech needs.

When to schedule planning calls (and how many)

Plan for two touchpoints: an in-depth alignment call about 6–8 weeks before your event, and a shorter final check-in about 1–2 weeks out. This timeline gives your speaker ample time to tailor their content and adjust to any changes. In a recent industry survey, 19% of event planners noted their speakers didn’t fully understand the audience, often because they hadn’t communicated enough details in advance[1](https://www.pcma.org/survey-explores-speaker-planner-dynamics/)[1](https://www.pcma.org/survey-explores-speaker-planner-dynamics/). An early call helps prevent that disconnect.

Pro tip: When scheduling, find a time that works for both you and the speaker – remember to account for any time zone differences if your speaker isn’t local. Send a calendar invite for the call with a clear agenda (more on that below), and include key stakeholders like co-organisers or content owners if needed. But keep the group small enough for a focused discussion – usually the event organiser and one or two stakeholders plus the speaker.

Why these pre-event calls are so important

A well-run speaker planning call does more than just “check a box” – it directly impacts your event’s success. Here’s why:

  • Ensures relevance: By sharing context and audience info, you help the speaker choose the right examples, stories, and tone. They’ll walk in knowing exactly who they’re speaking to and what matters to your group.
  • Prevents surprises: When you brief your speaker, you can flag sensitive topics or recent developments to avoid. This protects your organisation – the speaker won’t accidentally say something off-key because they didn’t know the backstory.
  • Boosts engagement: An aligned speaker is able to “hook” the audience faster. Attendees perk up when they feel the talk is speaking directly to them. A planning call gives the speaker the intel to make that happen in the first five minutes.

Even if your speaker is extremely experienced and could wing it, a planning call helps ensure the presentation feels built for your event, not just a canned talk. It’s a cheap insurance policy against mismatched expectations.

What to cover on your pre-event speaker call

A great planning call covers a few essential areas. Come prepared to discuss the following:

  1. Your event’s “why” and objectives: Explain the purpose of the event and what success looks like. Are you hoping to inspire action, impart new skills, kick off a change initiative, or celebrate achievements? Share the key themes or messages of the day, so the speaker can tie their talk into them.
  2. The audience profile: Give the speaker a clear picture of who will be in the room. How many people? What are their roles, seniority, and industry or department? What’s the mix of backgrounds? What do they care about, and what might they be tired of hearing? Also share the general mood – for example, are attendees feeling excited, stressed, change-fatigued? The more detail, the better: 42% of professional speakers say they’ve had no major issues working with organisers, but one of the top complaints on both sides is about not getting enough information on the audience[1](https://www.pcma.org/survey-explores-speaker-planner-dynamics/). If you equip the speaker with this knowledge, you’re setting them (and your event) up for success.
  3. Where the talk fits in the agenda: Run through the event schedule. Is the keynote opening the day, right after lunch, or closing the conference? What comes immediately before and after? For instance, if your speaker follows a heavy technical session or a dense panel, they’ll know to adjust their energy or reference previous content. Mention any other presenters or activities, so the speaker can connect the dots and avoid redundancy. If there’s an MC or other speakers, offer to put your speaker in touch with them, or at least share their topics – a savvy speaker may incorporate or build on others’ messages for a more cohesive program.
  4. Content customisation & no-go zones: Discuss what you want your speaker to emphasise or avoid. Let them know if there are particular subjects you want them to lean into (for example, aligning with a new company strategy or industry trend) or any topics or language that are off-limits. Professional speakers appreciate knowing about sensitive issues, competitive no-nos, or jargon to either use or steer clear of. Use the call to answer their questions about your organisation’s culture, values, and recent history – these details can spark ideas for anecdotes or examples they’ll include. (On the flip side, don’t try to script the talk for them – give guidance, not a full script.)
  5. Interactive elements and Q&A: If your format includes Q&A, panel discussions, or audience participation (polls, breakout discussions, etc.), let the speaker know now. Align on how to handle these: Will you moderate the Q&A or should the speaker call on audience members? Any expected hot-button questions? Also cover the technical details – for instance, if the speaker plans to do a live demo or show video, ensure the AV setup can accommodate it. While a separate technical check may happen closer to the date, it’s wise to flag any unusual needs at this stage.

From experience: I once had a client skip the pre-event call because they thought my bio alone was enough. On arrival, I discovered half the audience came from a very different industry sector than expected, and a major company announcement the day before had completely changed attendees’ mood. Because we hadn’t spoken ahead of time, my planned examples were slightly off-target and I had to adjust on the fly. That was a lesson for both of us – nowadays I insist on having at least a brief call well in advance. It’s far better to spend 30 minutes chatting weeks out than to risk a miss on the day.

Do a final check-in before the event

A week or so prior to the event, it’s worth reconnecting (even if just via email or a 10-minute call) to cover last-minute changes and ensure everything’s set. Share any updates: Has the attendee count changed significantly? Did a major company announcement or industry development occur since your last call? Confirm the final schedule and any on-site details like the exact venue entrance, tech check timing, or how you’ll coordinate on the day.

This final check prevents surprises. No one likes finding out important news at the last minute. As one survey found, 6% of speakers say organisers often request extra changes after the contract is signed, and 7% of planners feel speakers can be inflexible when changes are needed[1](https://www.pcma.org/survey-explores-speaker-planner-dynamics/). Both issues are avoidable with proactive communication. If you’ve kept each other in the loop, your speaker will arrive confident, prepared, and ready to give their best – and you’ll be confident that what unfolds on stage is exactly what your audience needs.

In short, treat the pre-event call as a crucial part of your event prep, not an afterthought. With the right timing and the right talking points, a simple planning call can turn a good keynote into a truly great, tailored experience for your audience.